The first step toward a good-looking letter is proper stationery, though a carefully typed and placed letter on poor stationery is far better than one on good stationery with a good letterhead but poor typing and placing.
The matter of correct spelling is merely a case of the will to consult a dictionary when in doubt.
The proper placing of a letter is something which well rewards the care necessary at first. Estimate the matter to go on the page with regard to the size of the page and arrange so that the centre of the letter will be slightly above the centre of the letter sheet. The margins should act as a frame or setting for the letter. The left-hand space should be at least an inch and the right-hand at least a half inch. Of course if the letter is short the margins will be wider. The top and bottom margins should be wider than the side margins.
The body of the letter should begin at the same distance from the edge as the first line of the inside address and the salutation.
All paragraphing should be indicated by indenting the same distances from the margin—about an inch—or if the block system is used no paragraph indentation is made but double or triple spacing between the paragraphs indicates the divisions. If the letter is handwritten, the spacing between the paragraphs should be noticeably greater than that between other lines.
Never write on both sides of a sheet. In writing a business letter, if the letter requires more than one page, use plain sheets of the same size and quality without the letterhead. These additional sheets should be numbered at the top. The name or initials of the firm or person to whom the letter is going should also appear at the top of the sheets. This letter should never run over to a second sheet if there are less than three lines of the body of the letter left over from the first page.
In the formal official letter, that is, in letters to or by government officials, members of Congress, and other dignitaries, the most rigid formality in language is observed. No colloquialisms are allowed and no abbreviations.
